Privacy Policy

1. An overview of data protection

General

The following gives a simple overview of what happens to your personal information when you visit our website. Personal information is any data with which you could be personally identified. Detailed information on the subject of data protection can be found in our privacy policy found below.

Data collection on our website

Who is responsible for the data collection on this website?

The data collected on this website are processed by the website operator. The operator's contact details can be found in the website's required legal notice.

How do we collect your data?

Some data are collected when you provide it to us. This could, for example, be data you enter on a contact form.

Other data are collected automatically by our IT systems when you visit the website. These data are primarily technical data such as the browser and operating system you are using or when you accessed the page. These data are collected automatically as soon as you enter our website.

What do we use your data for?

Part of the data is collected to ensure the proper functioning of the website. Other data can be used to analyze how visitors use the site.

What rights do you have regarding your data?

You always have the right to request information about your stored data, its origin, its recipients, and the purpose of its collection at no charge. You also have the right to request that it be corrected, blocked, or deleted. You can contact us at any time using the address given in the legal notice if you have further questions about the issue of privacy and data protection. You may also, of course, file a complaint with the competent regulatory authorities.

Analytics and third-party tools

When visiting our website, statistical analyses may be made of your surfing behavior. This happens primarily using cookies and analytics. The analysis of your surfing behavior is usually anonymous, i.e. we will not be able to identify you from this data. You can object to this analysis or prevent it by not using certain tools. Detailed information can be found in the following privacy policy.

You can object to this analysis. We will inform you below about how to exercise your options in this regard.

2. General information and mandatory information

Data protection

The operators of this website take the protection of your personal data very seriously. We treat your personal data as confidential and in accordance with the statutory data protection regulations and this privacy policy.

If you use this website, various pieces of personal data will be collected. Personal information is any data with which you could be personally identified. This privacy policy explains what information we collect and what we use it for. It also explains how and for what purpose this happens.

Please note that data transmitted via the internet (e.g. via email communication) may be subject to security breaches. Complete protection of your data from third-party access is not possible.

Notice concerning the party responsible for this website

The party responsible for processing data on this website is:

European Research and Project Office GmbH
Heinrich-Hertz-Allee 1
66386 St.Ingbert

Represented by:
Jörg Scherer

Telephone: +49 6894 388 130
Email: contact-us@eurice.eu

The responsible party is the natural or legal person who alone or jointly with others decides on the purposes and means of processing personal data (names, email addresses, etc.).

Revocation of your consent to the processing of your data

Many data processing operations are only possible with your express consent. You may revoke your consent at any time with future effect. An informal email making this request is sufficient. The data processed before we receive your request may still be legally processed.

Right to file complaints with regulatory authorities

If there has been a breach of data protection legislation, the person affected may file a complaint with the competent regulatory authorities. The competent regulatory authority for matters related to data protection legislation is the data protection officer of the German state in which our company is headquartered. A list of data protection officers and their contact details can be found at the following link: https://www.bfdi.bund.de/DE/Infothek/Anschriften_Links/anschriften_links-node.html.

Right to data portability

You have the right to have data which we process based on your consent or in fulfillment of a contract automatically delivered to yourself or to a third party in a standard, machine-readable format. If you require the direct transfer of data to another responsible party, this will only be done to the extent technically feasible.

SSL or TLS encryption

This site uses SSL or TLS encryption for security reasons and for the protection of the transmission of confidential content, such as the inquiries you send to us as the site operator. You can recognize an encrypted connection in your browser's address line when it changes from "http://" to "https://" and the lock icon is displayed in your browser's address bar.

If SSL or TLS encryption is activated, the data you transfer to us cannot be read by third parties.

Information, blocking, deletion

As permitted by law, you have the right to be provided at any time with information free of charge about any of your personal data that is stored as well as its origin, the recipient and the purpose for which it has been processed. You also have the right to have this data corrected, blocked or deleted. You can contact us at any time using the address given in our legal notice if you have further questions on the topic of personal data.

3. Data protection officer

Statutory data protection officer

We have appointed a data protection officer for our company.

Verimax GmbH
Warndtstraße 115
66127 Saarbrücken

Telephone: +49 89 800 65 78 0
Email: dsb.eurice@verimax.de

4. Data collection on our website

Cookies

Some of our web pages use cookies. Cookies do not harm your computer and do not contain any viruses. Cookies help make our website more user-friendly, efficient, and secure. Cookies are small text files that are stored on your computer and saved by your browser.

Most of the cookies we use are so-called "session cookies." They are automatically deleted after your visit. Other cookies remain in your device's memory until you delete them. These cookies make it possible to recognize your browser when you next visit the site.

You can configure your browser to inform you about the use of cookies so that you can decide on a case-by-case basis whether to accept or reject a cookie. Alternatively, your browser can be configured to automatically accept cookies under certain conditions or to always reject them, or to automatically delete cookies when closing your browser. Disabling cookies may limit the functionality of this website.

Cookies which are necessary to allow electronic communications or to provide certain functions you wish to use are stored pursuant to Art. 6 paragraph 1, letter f of GDPR. The website operator has a legitimate interest in the storage of cookies to ensure an optimized service provided free of technical errors. If other cookies (such as those used to analyze your surfing behavior) are also stored, they will be treated separately in this privacy policy.

Server log files

The website provider automatically collects and stores information that your browser automatically transmits to us in "server log files". These are:

• Browser type and browser version
• Operating system used
• Referrer URL
• Host name of the accessing computer
• Time of the server request
• IP address

These data will not be combined with data from other sources.

This constitutes a justified interest pursuant to Art. 6 (1) (f) GDPR.

5. X (formerly named Twitter)

We aim to regularly inform you about the current developments of the alliance making use of the short news service Twitter Inc, 1355 Market Street, Suite 900, San Francisco, CA 94103 U.S.A.for this purpose. Responsible for the data processing of persons living outside the United States is Twitter International Company, One Cumberland Place, Fenian Street, Dublin 2 D02 AX07, Ireland. Please note, that you use this service and its functions on your own responsibility. This applies in particular to the use of the interactive functions (e.g. share, rate).

Data processed by X:

Information on which data and for what purposes is processed by X can be found in the X privacy policy: https://twitter.com/de/privacy

We have no influence neither on the type nor the scope of the data processed by X. Furthermore, the type of data processing, the use of data or the transfer of data by X cannot be affected. There are no effective means of control implemented.

By using X, your personal data will be collected, transferred, stored, disclosed and used by X and, in doing so, transferred to, stored and used in the United States, Ireland and any other country in which X does business, regardless of your place of residence.

X processes data that you voluntarily enter such as your name and user name, e-mail address, telephone number or the contacts in your address book when you upload or synchronize it. X also evaluates the content you share to determine what topics you are interested in, stores and processes confidential messages that you send directly to other users, and can determine your location using GPS data, wireless network information, or your IP address to send you advertising or other content.

For evaluation purposes, X may use analysis tools such as Twitter or Google Analytics. We have no influence on the use of such tools by X and have not been informed about such potential use. If tools of this kind are used by X for our account, we have neither commissioned X to do so nor approved of this or supported it in any other way. Neither will the data obtained during the analysis be made available to us. Only certain, non-personal information about the tweet activity, such as the number of profile or link clicks through a particular tweet, can be viewed by us via your account. Furthermore, we have no way of preventing or disabling the use of such tools on your X account.

Finally, X also receives information when you view content, even if you have not created an account. This so-called "log data" may include your IP address, browser type, operating system, information about the previously visited website and two of the pages you visited, your location, your mobile operator, the device you are using (including device ID and application ID), the search terms you used and cookie information. X buttons or widgets embedded in web pages and the use of cookies enable X to track your visits to these web pages and associate them with your X profile. This data can be used to offer content or advertising tailored to you.

Since X is a non-European provider with a European branch only in Ireland, it is not bound by German data protection regulations. This concerns, for example, your rights to information, blocking or deletion of data or the possibility of using usage data for advertising purposes to contradict. You have the possibility to limit the processing of your data in the general settings of your X account as well as in the section

"Privacy and Security". In addition, you can restrict X access to contact and calendar data, photos, location data, etc. on mobile devices (smartphones, tablet computers) in the settings there. However, this is dependent on the operating system used.

Further information on these points is available on the following X support pages:
https://support.twitter.com/articles/105576#
https://help.twitter.com/de/search?q=datenschutz

You can find out about the possibility of viewing your own data on X here: https://support.twitter.com/articles/20172711#

Information about the conclusions drawn by X about you can be found here: https://twitter.com/your_twitter_data

Information on the available personalization and data protection settings can be found here (with further references): https://twitter.com/personalization

You also have the option of requesting information via the X privacy form or the archive requirements:
https://support.twitter.com/forms/privacy
https://support.twitter.com/articles/20170320#

Data processed by EURICE:

We may also process your personal data. Although we do not collect any data about your X account ourselves, the data you enter into X, in particular your user name and the content published under your account, will be processed by us to the extent that we re-tweet or reply to your tweets, if applicable, or write tweets that refer to your account. The data you freely publish and distribute on X is thus included by us in and made accessible to your followers.

6. LinkedIn

We aim to regularly inform you about current developments of the project making use of the social network LinkedIn Ireland Unlimited Company, Wilton Place, Dublin 2, Ireland, hereinafter referred to as “LinkedIn”. Please note, that you use this service and its functions on your own responsibility. This applies in particular to the use of interactive functions (e.g. share, rate).

We have no influence neither on the type nor the scope of the data processed by LinkedIn. We do not gain full access to such collected user data or any user profiles. We can only access public profile information. Which information you share publicly can be adjusted via your LinkedIn settings. In addition, you can actively hide your reactions to a post or unfollow the page via the LinkedIn settings. LinkedIn collects personal data of the user, e.g. via cookies. Such collection of user data by LinkedIn can also occur even if the user is not logged in or registered at LinkedIn. Information on which data and for what purposes is processed by LinkedIn can be found in the LinkedIn privacy policy: https://www.linkedin.com/legal/privacy-policy-summary

LinkedIn provides the following anonymous statistics about the usage of our project-related LinkedIn page:

• Follower: number of persons following the page – including growth and development over a defined time frame
• Range: number of people who see a specific contribution; number of interactions on a post, e.g., which pieces of content initiate more engagement within the community than others.

Those statistics are used to steadily improve our LinkedIn online content and to better respond to the interests of our users. We cannot link statistical data with the profiles of our LinkedIn followers.

We only receive personal data via LinkedIn, if you actively transmit your data by sending a personal LinkedIn message. We use this data (e.g. name, surname) to respond to your query.

7. Registration | HIPPOCRATES Project Meetings

Which sources and data are used?

We process personal data (Art. 4 no. 2 GDPR), i.e. full name, institution, position, e-mail address, your day of attendance, which we receive from you within the scope of your registration for an event.

Furthermore, we process the following voluntary information: food preferences or the name of the hotel booked.

In addition, we process personal data – provided that you have given your consent before – that we collect within the scope of your participation to the event (pictures, audio-visual material on which individuals may be identifiable).

Why do we process your data (purpose of processing) and what is the legal basis?

We process personal data in accordance with the provisions under the European General Data Protection Regulation (GDPR) and the German Federal Data Protection Act (Bundesdatenschutzgesetz (BDSG)).

To meet contractual obligations (Art. 6 para. 1b GDPR)

Your registration data is processed for the purpose of the initiation, performance and conclusion of a contract and the related secondary obligations (Art. 6 para. 1 GDPR). These data are processed with the purpose of identifying you as a participant to the event, for reserving a place for you, preparing a participants’ list and for enabling the planning and guarantee of a smooth operation of the event, including your participation in the joint dinner. Subsequent to the event, a participants’ list is needed to document towards the European Commission that the event actually took place and will be stored for a period of five years after the payment of the balance according to the HIPPOCRATES Grant Agreement article 18.1.

Based on your consent (Art. 6 para. 1a GDPR)

To the extent that you have given your consent for the processing of personal data with regard to taking pictures in the course of the event and the publishing of such pictures, the processing is considered lawful on the basis of your consent (Art. 6 para 1a GDPR). Pictures are taken for the purpose of documenting the event as well as for preparing communication material (for e.g. news entries, flyer, leaflets) and social media postings to promote project activities. A consent that has been given can be withdrawn at any time by sending an e-mail with your claim to dataprotection@eurice.eu. However, please note that any withdrawal is only applicable to the future use of your personal data. Processing of data that has been performed before your withdrawal is not affected.

Who will receive my data?

Within EURICE, your data will be transferred to those persons that need them to fulfill their contractual obligations (e.g. Project Manager of the project and IT support). In addition, we may involve other service providers to fulfill our contractual and legal obligations. In addition, we may transfer your personal data to other recipients outside EURICE if this is required to fulfill our contractual and legal obligations. This includes but is not limited to:

• Financial authorities, courts
• IHI as funding body of the project HIPPOCRATES
• Coordinator, Project Lead and Project Co-lead of the project HIPPOCRATES as representative of the project
• Person responsible for organizing the event
• millepondo services GmbH & Co. KG as the software provider hosting the project management platform
• “X” and “LinkedIn” as the social media platforms hosting the project’s official social media channels
• “Zoom” as one of the video conferencing tools used to enable online participation in our events
• “Microsoft Teams” as the other video conferencing tool used to enable online participation in our events

For how long are my data stored?

TPeriods for retention result from the applicable provisions (GA Art. 18). In accordance thereto, the data must be retained for up to five years after receipt of the project’s final payment.

In addition, we are obliged to respect various obligations to retain information and furnish evidence in accordance with, among other things, the German Commercial Code (Handelsgesetzbuch (HGB)) and the German Tax Code (Abgabenordnung (AO)). According to these provisions, the periods for storage amount to a maximum of ten years. Finally, the period of storage is also subject to statutory periods of limitation which, for instance in accordance with §§ 195 et seq. of the German Civil Code (Bürgerliches Gesetzbuch (BGB)), in general for up to three years but, in certain cases, up to a maximum of thirty years.

Transmission to a third country

Transmission to a third country within the implementation of the project

Please note that your personal data is being transferred to Switzerland, the United Kingdom and the USA within the framework of the participation in the IHI project, as project partners are located there.

The processing of your personal data in Switzerland will take place on the basis of the Commission Decision of 25 July 2000 (Published in the OJEU, L 27, p. 39).

The processing of personal data in the United Kingdom will take place on the basis of the Commission Decision of 28 June 2021 (Commission Decision C(2021) 4800 final), available here.

The processing of personal data in the US shall take place on the basis of the EU-US Data Privacy Framework (Commission Decision C(2023) 4745 final), available here.

The transmission of your data is not repeated, mass or structural and is carried out within the limits established by the Grant Agreement and Consortium Agreement.

Transmission to a third country within the online meeting participation

To enable online participation, the video conferencing tools “Zoom” and “Microsoft Teams” are used.

“Zoom” is a service of Zoom Video Communications, Inc. 55 Almaden Blvd, San Jose, CA 95113, USA.

“Microsoft Teams” is a service of Microsoft Corporation, One Microsoft Way, Redmond, WA 98052-6399, USA.

If you wish to participate online, a processing of your personal data thus takes place in a third country, when the servers are located there.

The third country (e.g. USA, China) might not provide an adequate level of data protection and that there are possible risks for you arising from the absence of adequate protection in the third country and the absence of appropriate safeguards, for example there might not be an independent supervisory authority and or/data processing principles and/data subject rights might not be provided for in the third country at the level at which they are protected in Europe. The privacy statements of the project’s “Zoom” account can be found here: https://explore.zoom.us/en/privacy/ The privacy statements of the project’s “Microsoft Teams” account can be found here: https://privacy.microsoft.com/privacystatement

Which data protection rights do I have?

Each individual has the right of access in accordance with Art. 15 GDPR, the right to rectification in accordance with Art. 16 GDPR, the right to erasure (right to be forgotten) in accordance with Art. 17 GDPR, the right to restriction of processing in accordance with Art. 18 GDPR, the right to data portability in accordance with Art. 20 GDPR as well as the right to object in accordance with Art. 21 GDPR. Limitations in accordance with §§ 34 and 35 of the German BDSG apply to the right to access and the right to erasure. In addition, individuals have a right to lodge complaints with us. In this case, please contact our data protection officer verimax GmbH as well as the competent data protection supervisory authority (Art. 77 GDPR in conjunction with § 19 BDSG).

The competent supervisory authority is

Unabhängige Datenschutzzentrum Saarland
Die Landesbeauftragte für Datenschutz und Informationsfreiheit
Fritz-Dobisch-Straße 12
66111 Saarbrücken
Telephone: +49 681 94781-0
Poststelle(at)datenschutz.saarland.de

Am I obliged to provide my data?

Providing your personal data within the scope of registering for and participating in events relating to the IHI project HIPPOCRATES is voluntary. However, if you do not provide your data (with your registration), we cannot register you as participant to the event.